Midwestern State University Human Resources

1. Midwestern State UniversityHuman Resources How to Hire a Temporary Employee March 2012

2. Steps to Follow • Complete the Personnel Transaction Form (PTF) • Give the new employee the New Employee Instructions for Students, Temps, and Adjuncts • Instruct the employee to report to Human Resources within three days

3. Personnel Transaction Form (PTF) • Complete the Personnel Transaction Form (PTF) • Must be printed on colored carbonless paper, which can be purchased at the University Print Shop • May be printed, typed, or hand written (must be legible) • Carbonless paper should be printed only with InkJet and Laser printers – it may damage copy machines • PTFs printed on the wrong side of carbonless paper, preventing signatures to imprint on copies, will be returned for correction. • PTF can be found on the HR Forms Page Instructions on how to complete a PTF can be found here

4. Hours per week • Temporary Employees can typically work no more than 19 hours per week • If the department chooses to work the employee more than 19 hours per week, it can be for no longer than 4 months in a year • Temporary employees will normally be paid an hourly rate unless the payment is a one-time stipend for services

5. Job and Position Class Codes

6. New Employee Instructions For Temps • Enter the temp’s name and department • Enter the date that the employee first worked in paid status • Enter the I-9 completion deadline date • 3 business (work) days from the first day of actual work

7. New Employee Instruction For Temps (cont.) • Inform temp to take their documents to verify eligibility for work to HR by the deadline or they will be terminated • Provide temp with the list of acceptable documents for the Form I-9

8. Remember… • The employee must report to Human Resources within three days of their start date. • If the employee fails to report to HR within three days, it may result in termination.

9. In Human Resources, the employee will… • Complete theForm I-9, Employment Eligibility Verification, and Provide acceptable Supporting Documents • (*The Form I-9 instructions contain a full list of acceptable documents.) • Appropriate documents may include one item from List A: • List A: US Passport, Foreign Passport w/ I-94 Insert, Permanent Resident Card • Or, one item from List B andone item from List C: • List B: Driver’s License, School picture ID • List C: Social Security Card, United States Birth Certificate, US Citizen ID Card • Provide original Social Security Card – Employees must show their SS card to Human Resources even if they choose not to use this card to complete the Form I-9. If they do not have a Social Security card yet, they need to bring their SS card to Human Resources as soon as they receive it. An employee’s name for payroll and student records will be exactly as it appears on his/her Social Security Card. • Sign and receive a copy of the Data Security Agreement and Statement of Responsibility • Receive the Packet of Legal Notices for All Employees • Complete the Employee Disability Declaration Form, TRS Questionnaire, MSU Employee Data Form, and Release of Personal Information Election Form

10. Background Checks • If the position is considered security sensitive, a background check is required. • Send the employee to Human Resources to complete the background consent paperwork. • All temporary employees working for summer camps or youth programs MUST complete a criminal background check.

11. Please keep in mind… • HR will return the pink copy of the PTF to the hiring department. Any changes or corrections made to the PTF during processing will appear on the copy. • Failure to submit all documents correctly and in a timely manner could delay processing of the employee’s paycheck.

12. Can I promote my temporary employee to a full-time position? • A temporary employee cannot be promoted into a full-time position. • The position MUST be opened to the public and your temporary employee must submit an application as directed on the position announcement.

13. Rehiring your Temp Employee • A new PTF must be submitted using the New Appointment section each fiscal year. • The TRS Questionnaire must be submitted with the PTF each year.

14. Terminating a Temp Employee • Complete a terminating PTF when an employee ends employment with your department. • The PTF assignment end date does not indicate to HR or Payroll that employment has been terminated.

15. If you have any other questions, please call Human Resources at 4221.